Leads
Leads
Leads represent people who have shown interest in your club but are not yet members. They may have signed up for a trial class on your website, been added manually by a trainer, or come from a referral. The Leads page gives you a visual pipeline to track every prospect from first contact to conversion.
The Kanban board
Leads are displayed on a drag-and-drop Kanban board. Each column represents a stage in your pipeline, and each card shows the lead's name, contact details, and how long ago they were created.
Pipeline columns
The main pipeline tracks the typical journey of a prospective member:
| Stage | Description |
|---|---|
| New | The lead just arrived. They filled out a trial form or were added manually. |
| Contacted | You have reached out to the lead for the first time. |
| Interested | The lead has responded positively and wants to learn more. |
| Scheduled | A trial class has been booked. The card shows which class and when. |
| Attended | The lead showed up for their trial session. |
| Considering | The lead is thinking about signing up. |
| Converted | The lead became a member. This is the final successful outcome. |
Parked columns
A second group of columns handles leads that leave the main pipeline:
| Stage | Description |
|---|---|
| Follow up | The lead needs a follow-up call or message at a later date. |
| No show | The lead had a trial scheduled but did not attend. |
| Not interested | The lead explicitly declined. |
| Unreachable | You have been unable to contact the lead. |
| On hold | The lead wants to join but not right now. |
| Lost | The lead is no longer a viable prospect. |
You can collapse the parked columns using the toggle button between the pipeline and parked sections to keep the board focused on active prospects.
Moving leads through the pipeline
Drag a lead card from one column to another to update its status. The system validates each transition -- for example, you cannot drag a lead directly from "New" to "Converted" without going through intermediate steps.
When you drop a lead onto the Scheduled or Rescheduled column, a modal opens asking you to select a class occurrence. The occurrence picker shows classes grouped by weekday, filtered by the lead's demographic and discipline preferences. Only classes with trial acceptance enabled are shown.
Status history
Every status change is recorded in the activity log. You can review the full history of a lead from the quick view drawer.
Creating a lead
Click the Create Lead button in the top-right corner, or use the "+" button at the bottom of the "New" column. Fill in the lead's name, email, phone number, and optionally select a demographic and discipline of interest.
Leads are also created automatically when someone submits the trial class form on your public club website.
Quick view
Click the eye icon on any lead card to open the quick view drawer. This panel shows:
- Full contact details (name, email, phone)
- Current status with available transitions
- Scheduled class and time (if applicable)
- A link to download the signed trial contract PDF (if the lead accepted trial terms online)
- An Edit button to update the lead's information inline
- A Create Member button to convert the lead
Editing a lead
From the quick view drawer, click Edit to toggle the inline edit form. You can update the lead's name, contact information, demographic, and age group. Guardian fields appear automatically when the selected demographic requires a responsible payer (such as for kids). Click Save to apply changes or Cancel to discard them.
Converting a lead to a member
When a lead is ready to join, click the Create Member button in the quick view drawer. This opens the conversion modal, which pre-fills the form with the lead's information. During conversion you can:
- Review and adjust personal details
- Select a different demographic if needed (to ensure the correct plans are available)
- Choose whether to send an onboarding invitation email
Once the member is created, an onboarding link is generated. The link is displayed to you and can optionally be emailed to the lead or their guardian.
Permission required
Converting leads requires the "manage leads" permission. If you cannot see the Create Member button, ask your club administrator to check your role.
Searching leads
Use the search bar at the top of the page to filter leads by name or email. Results update in real time across all Kanban columns.
Statistics
At the top of the leads page, two key metrics provide a quick overview:
| Metric | Meaning |
|---|---|
| Number of leads | Total leads in the system. The subtext shows how many new leads arrived this month. |
| Converted leads | Total leads that reached the "Converted" status. The subtext shows conversions for the current month. |